course overview - kansas department of administrationweek 1 and then retires. an exception may...

Lesson 3: Payable Time

❑ Course OverviewIn the last lesson, you learned how to enroll Time Reporters during the hire

process. You also learned how to maintain Time Reporter information and set a

default schedule for each employee.

IMPORTANT!: Remember, to avoid timesheet issues, movement between

agencies and FLSA / Workgroup changes should occur at the beginning of the pay

period and not mid pay period. When an employee is moving from your agency to

another agency, it is important that all time be submitted (and approved if the

employee has a Self Service type workgroup) and that all Payable Time has been

approved prior to making the Job Data changes as your agency will no longer have

access to the employee’s Time and Labor information.

In this lesson, James will show you how to review and correct

exceptions and approve payable time. He will also examine the

reports available in Time and Labor and cover how to run and view

the Payable Time Extract (Report). He will cover the Reported

Time Audit inquiry page. Finally, he will review the Unprocessed

Reported and Payable Time pages.

1


❑ Lesson Objectives

After completing this lesson, you will be able to:

⚫ Describe the roles and responsibilities in the Exception process

⚫ Review and approve allowable exceptions

⚫ Troubleshoot table setup exceptions

⚫ Review and approve payable time

⚫ Describe the reports available in Time and Labor

⚫ Print the Payable Time Extract

⚫ Discover Time and Labor WorkCenter Queries

⚫ View the Reported Time Audit History

⚫ View Unprocessed Reported Time

⚫ View Unprocessed Payable Time

2


❑ Lesson Topics

In this lesson you will learn about the following topics.

Topic 1: Manage

Exceptions

Topic 2: Interface Agencies

Only

Topic 3: Approve

Payable Time

Topic 4: Time and Labor Reports &

WorkCenter Queries

Topic 5: Reported Time Audit

Topic 6: Unprocessed

Reported Time

Topic 7: Unprocessed Payable Time

3


❑ Managing ExceptionsTIP: Data from

interface agencies

runs through an edit

program before

being input as

Reported Time. Any

exceptions found

after Time

Administration runs

are worked in

SHARP.

There are a number of controls that govern the reporting of

time worked. Some, such as the Fair Labor Standards Act

(FLSA), are Federal laws that apply to all employers. Others

are rules that apply to all State agencies. Finally, there are

time reporting rules that apply to specific groups of

employees, such as all employees on a particular job code

or job class.

When the Time Administration process runs, it checks

reported time against pre-set rules in SHARP. When the

rules are violated, an exception (error) is generated. The

exception must be corrected in order for reported time to

become payable time.

4


❑ Manage Exceptions Key Terms

⚫ Exception – An error or condition that exists regarding Reported Time that

requires review or attention

⚫ Allowable Exception – Allows an exception to be processed and generate

Payable Time without having to resolve it

⚫ Unallowable Exception – An error that must be resolved or corrected

before it can be processed and generate payable time

⚫ Clean Up Exceptions – A tool to verify the adjustment made to the

reported time will actually resolve the exception prior to running Time

Administration

5


❑ Manage Exceptions End-to-End Process

6


❑ Review Exceptions

Each step in the exceptions

process is the responsibility of

different Time and Labor roles.

The Time Administration

process is run nightly after

6PM Monday - Friday. It also

runs every hour during the day

on the ½ hour beginning at

7:30 AM, with the last run at

5:30 PM. It is a joint

responsibility of the

Timekeeper and Personnel

staff to review exceptions each

day during the payroll

calculation week.

7


❑ Exceptions Allowable? Timekeepers are responsible for

monitoring the exceptions list and

correcting basic time entry errors.

As the HR Administrator, you are

responsible for marking exceptions

that are allowable. Exceptions that

are allowable move on to become

Payable Time. An example, might

be an exempt employee who works

week 1 and then retires. An

exception may appear to let you

know the exempt won’t get a full

paycheck. Because the exempt

retired after week 1, we know she

won’t get a full paycheck, so this is

an allowable exception.

8


❑ Setup Table Exceptions?

Sometimes exceptions occur

because the proper data is not

setup in SHARP prior to time

entry.

If you see an error that appears

to be related to setup data,

contact the Department of

Administration, Office of

Personnel Services to correct

the setup data before the

reported time is processed

again.

9


❑ View Exceptions

Use the Time and Labor Homepage, Reported Time Tile, Exceptions

Navigation Collection item to view exceptions to Reported Time.

10


❑ Exceptions Results

The search fields for Manage Exceptions are the same as for the Timesheet

Summary. Use these fields to find exceptions for an individual employee or

department. NOTE: The Time Reporter Group search field is not applicable.

11


❑ Filter Options

The Manage Exceptions search page also provides additional filter options. This

allows you to limit your exceptions list by Date, Employee ID, Exception ID, or

Severity.

12


❑ Exception ID ExampleIn the example below, the Exception ID of “KS_UND80” is used

to look for an exempt employee’s regular hours that under 80

within a pay period.

The resulting list shows only exceptions where the Exception ID is

“KS_UND80”

13


❑ Exception Severity

Exceptions are rated by severity. Note: Only those exceptions with a low or

medium severity can be marked as allowable.

14


❑ Exceptions on Report Time Search Page

An alternate way to view

exceptions is to navigate to the

Report Time search page.

The employee list has an

Exception column which

displays the exception icon for

each employee that has

exceptions on their timesheet.

NOTE: Be sure to look at both

weeks of the pay period when

using this method. Click on the

employee’s last name to pull

up the timesheet and read the

exception.

15


❑ Exceptions on TimesheetEach row of reported time

with exceptions will have

an icon that can be clicked

to open additional

information describing the

error. NOTE: If there are

multiple rows of data on

the day in which there is

an exception, the

exception icon will appear

on the first row, even if

that is not the row with the

exception.

16


❑ Review and Allow Exceptions

To View detailed information regarding the exception and to allow the

Exceptions, click on the Exception icon .

17


❑ Review and

Allow Exceptions

(Cont.)

If you want to allow the

exception, you first must

click the Exception folder

tab and then click the Select

All button.

18


❑ Review and Allow Exceptions (Cont.)

The Update Exception button

is located at the bottom of the

Exceptions folder tab page.

Agency Time and Labor

Personnel roles use this button

to remove low to medium

exceptions from the Timesheet

page.

19



The Exception Updates Saved message appears. Click OK and you will return

to the Timesheet page.

20



Click the Exceptions folder tab. Notice the Status of the Exception is now listed as

Allowed.

21


❑ Approving Payable TimeTIP: This is the last

chance to find any

issues with an

employee’s time

before it goes

through the pay

calculation process.

After Time Administration runs, payable time is

created from timekeeper data entry, employee

self service data entry, and interfaced

timesheets.

Personnel staff are responsible for reviewing

and approving payable time for each

employee. Payable time that is not approved

will not show up on the employee’s paycheck.

22


The path is Time and Labor Homepage, Payable Time Tile, and Approve Payable Time

Navigation Collection item.

❑ Approving Payable Time

23


❑ Payable

Time Results

Use the search

fields for

Approve Payable

Time to locate an

individual

employee or

search by a

Department ID.

Include Inactive

Employees is

defaulted to On.

24


❑ Date ParametersThe Approve Payable Time search page lists date parameters. Enter the pay period

begin date for the Start Date and the period end date for the End Date. If there is a

recent Job or Position update, enter today’s date as the End Date. You can also leave

the date parameters blank to

show all employees with

payable time that needs

approval. NOTE: It is not

necessary to enter the “/” in

the date fields as the date

fields will

Auto-format when you click

Get Employees.

25


❑ Payable Time Summary

The search results list shows a summary of Total Payable Hours for each

employee. You can approve payable time from the summary page by

selecting the employee whose time you wish to approve and clicking the

Approve button.

26


❑ Payable Time By Employee

To view payable time for an employee, click on the employee’s Last Name.

27


❑ Approve Employee Payable Time

You can approve all rows of payable

time by clicking the Select All

checkbox or link and then the

Approve button. You also have the

option of selecting individual rows

for approval.

28


❑ Previous/Next EmployeeUse the

Previous

Employee and

Next

Employee

buttons to

quickly move

through

payable time

approval. You

can also return

to the search

screen to

select a

different

employee.

29


❑ Folder Tabs

Click on any of the folder tabs to see additional Payable Time information.

30


❑ Payable Time Detail

Navigate to the Payable Time Detail to view Payable Time that is any status (such as

Approved, Needs Approval, Rejected by Payroll, etc.). The path is Time and Labor

Homepage, Payable Time Tile, and View Payable Time Detail Navigation Collection

item. Use this page to view Payable Time that may no longer be visible on the

Approve Payable Time page.

31


❑ Payable Time Detail (Cont.)

Enter the Empl ID and click “Get Employees”. Note: If

you don’t have the Empl ID, you can use the Name

fields in conjunction with the Department ID.

32

TIP: You cannot

approve your own

Payable Time, but

you can look up

your own

Payable Status

using this page.

That way you can

double check that

your backup has

approved your

Payable Time.



Click on the

Employee’s

last name to

pull up the

Payable Time

Detail page.

33



Enter the date

range (typically

the pay period

begin date and

the pay period

end date) and

click refresh icon

“ ”. The

Payable Status

will display the

status of the

rows you are

viewing.

34



Additional information is available by clicking on any of the folder tabs. If you want

to see when and who approved a Payable Time row, click on the Cost and

Approval folder tab and look at the Approved at and User ID results.

35


❑ Interface Agencies Only

❑ Others can move forward to the Time

and Labor Reports section

TIP: HR

Administrators

enter a default

TCD Group on

the Time Reporter

Data page of Job

Data for

employees from

interface agencies

so that they are

identified as

recording time via

interface.

Agencies that provide a file interface to Time and Labor to

record reported time have an additional step in the Time

and Labor process. Inbound files are checked for errors

before being loaded into Time and Labor. Timekeepers and

Personnel Staff from interfacing agencies share the

responsibility for viewing and correcting interface errors and

then marking them to reload.

36


❑ Printing TCD (Interface) Errors ReportNavigate to

the TCD

Errors

Report:

SHARP

Homepage,

Time and

Labor

Homepage,

Time and

Labor

Reports

Tile, TCD

Errors

Navigation

Link.

37


Enter your Run Control

ID, or click on the Add a

New Value folder tab to

enter a new Run Control

ID. Click Add if you are

adding a new Run

Control ID, or if entering

an existing Run Control

ID, click Search.

❑ Printing TCD (Interface) Errors Report (Cont.)

38


After entering your Run Control ID, enter the Pay Period End Date and the TCD ID (first

three digits of your agency number followed by two zeros. Once you generate the

report, review the errors and make corrections. Most TCD errors involve sending

incorrect Department or Empl IDs on the Interface file. NOTE: Report Generation

procedures are covered in the SHARP Reporting Training.

❑ Printing TCD (Interface) Errors Report (Cont.)

39


❑ Time and Labor Reports TIP: The Reports

section of the

SHARP website

provides detailed

information about

each report

available in Time

and Labor

(https://www.adm

in.ks.gov/offices/

personnel-

services/sharp/re

ports)

The reports in Time and Labor are designed to assist you with

the time entry and exception management processes.

Following is a list of a few of the reports available to both the

Timekeeper and the HR Administrator roles:

⚫ Leave Accrual Report

⚫ Payable Status Report

⚫ Paper Time Documents (by employee or by Department(s))

⚫ Reported and Payable Time Extracts

⚫ Combo Code/Task Profile

⚫ Reported Time Audit Inquiry (Under the Reported Time Tile)

⚫ Taskgroup Exceptions Report

⚫ Payable Hrs Exception Report

⚫ Vacation Leave Overage Report

⚫ Workers Comp Notification Report

⚫ Queries Available via the Time and Labor WorkCenter

40


❑ Accessing Reports

Navigation: Time

and Labor

Homepage, Time

and Labor reports

Tile. Select the

report you want to

generate. NOTE:

Reported Time

Extract is one of

many Time and

Labor reports

available to run in

SHARP.

Click Time and Labor Homepage, Time and Labor Reports Tile. NOTE: Time and

Labor WorkCenter queries are available via the Time and Labor WorkCenter Tile.

41


❑ Reported Time ExtractThis extract or report provides detail of employee timesheets. Use this report to

see if incorrect TRCs have been recorded, to check the Reported Time Status (tohelp make sure employees have

submitted their timesheets by the

end of the pay period and that

Managers have Approved their

employees Timesheets).

Generate the Extract by

Employee or by Department.

Refer to the SHARP Reports

website for detailed information

on this and other Time and Labor

Reports:

https://www.admin.ks.gov/offices/

personnel-services/sharp/reports.

42

https://www.admin.ks.gov/offices/personnel-services/sharp/reports


❑ WorkCentersThere are WorkCenters in both Time and Labor and Payroll. WorkCenters are designed

for specific roles and provide a central area for you to access key components within

PeopleSoft applications. WorkCenters enable you to access various pages and keep

multiple windows open while doing your daily work.

As an initial rollout, we will be using the Query section of the Time and Labor Work-

Center. We created queries (reports) that you can generate anytime SHARP is available.

The Time and Labor WorkCenter is available for employees with the following roles.

Note: Current, and future employees, with these roles are automatically given access to

the Time and Labor WorkCenter.

⚫ Time and Labor Timekeeper

⚫ Time and Labor HR

⚫ Time and Labor ask Reporter

WorkCenter security is based on the Department(s) you have access to.

43


❑ Time and Labor WorkCenter Queries TIP: Reported

Time Queries pull

data from the

Timesheet Tables.

Payable Time

Queries pull data

from the Payable

Time Tables. Time

Reporter Data

includes fields

such as

Workgroup and

Taskgroup.

There are three categories of queries available:

⚫ Payable Time

⚫ By Employee by Month

⚫ By Employee by PPED (Pay Period End Date)

⚫ By Employee by Quarter

⚫ By Employee by Year

⚫ We do not offer Payable Time by Department a this time

⚫ Reported Time (Timesheet)

⚫ By Department by PPED (Pay Period End Date)

⚫ By Employee by Month

⚫ By Employee by PPED (Pay Period End Date)

⚫ By Employee by Quarter

⚫ By Employee by Year

⚫ Time Reporter Data

44


❑ Accessing the Time and Labor WorkCenter

Click Time and Labor HomePage, Time and Labor WorkCenter Tile.

45


❑Time and Labor WorkCenter SectionsSections of the WorkCenter page

⚫ The left side displays a Job Aid

link and the queries that are

available to be run

⚫ The right side displays the

Announcements or Welcome

section

⚫ After the query is generated,

the results display on the right

side

⚫ You can minimize sections on

the left by clicking on the down or

up facing triangle and selecting

Minimize or Expand

46


❑Time and Labor WorkCenter: Running a Query

Click the Query name (on the left side of the page).

47



Enter the criteria, such as Employee ID, and Year in the example displayed below.

Note: Empl Rcd is not a criterion, so if the employee is on more than position (Empl

Rcd) within your agency, the results will include data for both positions.

48



Click “View Results”.

49



The query results display on the right side of the page. Note: There are size

limitations, so if the results are too large, you may want to chose a different

query to run. The results displayed are tied to the Department access you

have. Results do not include employee data from other agencies; only data

from your own agency.

50


❑Time and Labor WorkCenter: Downloading to Excel

Click “Excel SpreadSheet” to download the results in Excel

where you can sort and filter the results.

51


❑ Reported Time (Timesheet) AuditTIP: If you need

to know the name

of the employee

assigned a certain

User ID, contact

your Agency

Security

Administrator.

The Reported Time Audit page allows you to view

current reported time (Timesheet) for an individual

employee with time reporting elements. By clicking the

History hyperlink on the Reported Time Audit page, you

can open the Reported Time Audit History page.

The Reported Time Audit History page displays the

following information: Action (such as Add, Change,

Delete, Approve), Audit User ID, which is the User ID of

the person who entered, updated, or deleted any row of

reported time. It also shows the Audit Date and Time

Stamp, which is the audit date and time when the time

was reported for this row. It includes the Date of the row,

the TRC, Quantity, Reported Status, Taskgroup and Task

Profile.

52


❑ Accessing the Reported Time (Timesheet) Audit

Click Time

and Labor

HomePage,

Reported

Time Tile,

Reported

Time Audit

Navigation

Link.

53


❑ Accessing the Reported Time Audit (cont.)

Enter the EmplID of the person whose information you wish to review and

click the Search button.

54



Enter the date range you wish to review and click the Get Rows button.

55



Review the Time Information section. Click on the History link to open

the Reported Time Audit History page.

56


❑ Reported Time Audit History Page

The Action, Audit User ID, and the Audit Date and Time Stamp fields are valuable

in tracking down the source of changes to reported time. Click the Return hyperlink to

return to the main Reported Time Audit page.

57


❑ Unprocessed Reported Time

This page is used to identify time that has not been sent to Payable Time,

either because Time Administration process has not run, the time has not

been submitted or approved, or there are exceptions with the time. Time

could also display as a result of specific rule processing that results in the

amount of time in the Reported Time table that does not match the amount

of time in the Payable Time table. For example 4 hours of CME on the

timesheet (Reported Time) results in 6 hours CME on Payable Time (4*1.5).

The Unprocessed Reported Time component identifies time that is still in

Reported Time for these reasons:

⚫ Time Needs Approval

⚫ Time has not been submitted (or is in a Saved status)

⚫ Exceptions exist for the time entered

⚫ The total payable time is less than the sum of submitted or approved time

58


❑ View Unprocessed Reported Time

Navigate to the Unprocessed Reported Time page to view Reported Time that has

not made it to Payable Time yet. The Navigation is: Time and Labor Homepage,

Reported Time Tile, Unprocessed Reported Time Navigation Collection item.

59


❑ View Unprocessed

Reported Time (Cont.)

Enter an Employee ID or the

Department and enter the Pay Period

Begin and End Dates (Start/End Date

fields). Acceptable Deviation: Enter

an acceptable deviation amount for the

calculation between reported and

payable time. Include Exception

Reporters: Leave unclicked. Include

Positive Deviations: Select to include

payees with Payable Time greater than

Reported Time on this page. Clear this

field to only display payees with

Payable Time less than Reported Time.

The Acceptable Deviation field

determines the threshold amount for

reporting in either case.

Click “Get Employees”.

60


❑ View Unprocessed Reported Time (Cont.)

Click on the Instructions arrow for additional search criterion information. Click

on the Name hyperlink to view details for the employee selected. NOTE: The

detail page will not display any Task Elements, Chartfields or Time Reporting

Elements.

61


❑ View Unprocessed Reported Time (Cont.)The detail page displays by day and by status the employee's time for Reported Time that has not

been received by Payable Time. This includes reported time with a status of Needs Approval (NA),

or Saved (SV), and any time with exceptions. If there is no time in those statuses, a message is

62

displayed indicating

that the Time

Administration

process must be run

to move approved or

submitted time to

Payable Time.

Click Previous or

Next Employee to

view other

employees in the

list. Click Return to

Select Employee to

return to the search

results page.


❑ Unprocessed Payable TimeThis page displays all rows in payable time that have not been

processed by payroll. The data is sorted by Date and then by Time

Reporting Code.

Payable time with these status codes is displayed on this page:

⚫ Approved

⚫ Closed

⚫ Estimated

⚫ Needs Approval

⚫ Rejected by Payroll

⚫ Sent to Payroll

⚫ Taken by Payroll

63


❑ View Unprocessed Payable Time

Navigate to the Unprocessed Payable Time page to view Payable Time. The

Navigation is: Time and Labor Homepage, Payable Time Tile, Unprocessed Payable

Time Navigation Collection item.

64


❑ View

Unprocessed

Payable Time

(Cont.)Enter an Employee ID or the

Department and enter the

Pay Period Begin and End

Dates (Start/End Date

fields). Click on the “Include

Inactive Employees”

checkbox. Payroll System:

leave the default of “Payroll

for North America.” Then

click “Get Employees”.

View Details for All

Employees: For

performance reasons, we

suggest you not click this

hyperlink.

65


❑ View Unprocessed Payable Time (Cont.)

Click on the Instructions arrow for additional search criterion information.

Click on the Name hyperlink to view details for the employee selected.

66


❑ View Unprocessed Payable Time (Cont.)

The detail page displays by

day and by status the

employee's Payable Time

that has not been processed

by Payroll. This includes

payable time with a status of

Estimated, Approved,

Closed, Needs Approval,

Rejected by Payroll, Sent to

Payroll or Taken by Payroll.

Click Previous or Next

Employee to view other

employees in the list. Click

Return to Select Employee

to return to the search page.

67


❑ Lesson Summary

Timesheets are accessed through the Manger

Self Service navigation while Reports,

Exceptions, and the Reported Time Audit are

found in the Time and Labor menu navigation.

Only exceptions with a low or medium severity

can be marked as allowable.

It is a joint responsibility of the Timekeeper and

HR Administrator to review exceptions each day

during the biweekly period.

In this lesson, I

walked you through

the basics of

managing

exceptions,

approving payable

time, and reviewing

the Reported Time

Audit.

The Audit Action, Audit User ID, and the Audit

Date and Time Stamp fields of the Reported

Time Audit page are valuable in tracking down

the source of changes to reported time.

68


❑ Lesson Summary Continued In this lesson, I also

walked you through

generating the

Reported Time

Extract and how to

View Unprocessed

Reported Time and

Unprocessed

Payable Time.

The Reported Time Audit page allows you to view

current and past reported time (timesheet

information) for an individual employee. Use the

History link to view the User ID of the person who

entered the reported time as well as the date and

time when the time was reported.

Exceptions are generated when the Time

Administration process checks reported time against

pre-set rules and finds that the rules are violated.

Timekeepers and HR Administrators work together

to correct exceptions.

The reports in Time and Labor are designed to

assist you with the time entry and exception

management processes. Details on each report are

located on the SHARP Customer Service website

(https://www.admin.ks.gov/offices/personnel-

services/sharp/reports).

69

https://www.admin.ks.gov/offices/personnel-services/sharp/reports


❑ Course Completion!

Congratulations! You have finished each lesson for this course.

70